CHECKLISTFOR THE TRANSFER OR SALE OF UNIVERSITY EQUIPMENT

IN CONJUNCTION WITH A TRANSFERRING FACULTY MEMBER

(Complete these steps in the listed order.)

Step / Description / Completion
Date
1 / The departing faculty member must submita written request to the department chair. (See A, B, C, and D shown below.)
2 / The department chair and dean approve (or disapprove)the transfer after carefully weighing thecontinued use of the equipment by the departing faculty member against the needsof the department.
*3 / If funded extramurally, the approved request is forwarded to Office of Research – Sponsored Programs.
4 / The written request showing original approvals is forwarded to Accounting & Financial Services – Equipment Management for final approval by the sponsoring agency or Director of Materiel Management.
5 / Before the physical transfer is initiated, the receiving institution must agree in writing to accept title with the understanding that the equipment is for the use of the new incoming faculty member.
6 / Equipment Management will notify the department chair once receipt of steps 1-5 has been documented. The department may then release the equipment to the receiving institution.

* - Step #3 is necessary for federally funded equipment only.

  1. State law requires the receiving institution to compensate the University atfair market value for equipment purchased with non-federal funds.
  1. The written request must contain the following:
  1. Justification for transfer;
  2. Name of the receiving institution;
  3. Contact person at the receiving institution;
  4. Detaileddescription of the equipmentincluding
  5. property numbers
  6. descriptions
  7. original acquisition cost and original funding source(s).
  1. The department’s Asset Representative can assist by providingan itemizedequipment listing (DaFIS Decision SupportReport 204).
  1. Departing faculty and their departments must meet every condition and approval shown in the checklist before allowing the physical transfer to take place. Experience has shown that if Agency approval is required, the department should submit the request at least 30 days in advance of the faculty member’s departure date.

For assistance, please reference UC Davis PPMSection 350-65 contact Equipment Management staff .